Regardless of your age, or whatever your background and experience, effective communication is a skill that can be learned. Generally, the great leaders of all time were great communicators and orators. In fact, communication is one of the most popular majors at the higher education level, and the ability to communicate efficiently is widely recognized. With a little confidence and a basic knowledge of communication, you'll be able to come up with an opinion in no time.
Step
Part 1 of 5: Creating the right environment
Step 1. Choose the right time
As the expression we often hear: there is a place and time for everything, as well as for communication.
Avoid starting discussions of heavy things at night. Few people enjoy talking about tough topics like finances or long-term planning when they are tired. Instead, pass the message or have a discussion about it in the morning or evening when people are more alert, available and generally better able to respond clearly
Step 2. Facilitate open and intimate conversation
Choose the right place that gives you the freedom to speak openly, so that the conversation develops and matures. If you have to deliver bad news (such as a death or divorce), don't do it in public, among coworkers or other people. Respect people by communicating with them in a more private place. It can also provide more room for developing dialogue, with understanding and engagement and ensuring that the conversation goes both ways.
If you are presenting in front of a group of people, be sure to check the acoustics of the room beforehand and try to practice your voice clearly. Use a microphone if necessary to make sure the audience can hear you
Step 3. Avoid all possible distractions
Turn off "all" electronics that can interrupt the conversation. If the phone rings, turn it off on the first ring, then turn off the phone completely and continue the conversation. Don't let external distractions distract you. They can annoy both you and your listeners and can kill the conversation effectively.
Remove distractions.
Part 2 of 5: Structure your communication
Step 1. Organize and clarify ideas in your head
This should be done “before” you try to communicate any ideas. If you're passionate about a topic, your ideas can get mixed up if you don't target a few key messages while communicating. These key messages can act as anchors setting focus and clarity on your communications.
The rule of thumb is to pick three main points, and focus on all three. That way, if the topic gets off track, you can return to any of the three points without getting confused. Writing down those points can help
Step 2. Be as clear as possible
Explain what you hope to get out of the conversation. For example, the goal may be to provide information, obtain information or initiate action. If everyone knew what they expected from this communication, things would go much smoother.
Step 3. Stay focused on the topic
Once you've made your three main points, make sure all of your messages reinforce them. If you've thought through these issues and summarized them into some big ideas, those important phrases will likely stick in your head. Don't be afraid to use it to amplify your message. Even the most confident and well-known speakers will reuse their key sentences again and again for emphasis and reinforcement. Remember to keep the overall message clear and direct.
Step 4. Thank the listener
Thank the person or group for their time and response. Whatever outcome you get from this communication, even if it differs from your own, end it politely and respect all input and people's time.
Part 3 of 5: Communicating in speech
Step 1. Make the listener comfortable
This can be done before starting a discussion or presentation. For example, by telling a favorite anecdote. This can help listeners identify you as one of those with the same everyday problems.
Step 2. Articulate yourself
It is important to convey the message clearly and unambiguously so that the message is received clearly by every listener. All your words will be remembered because people will immediately get what you mean. For this, you should convey your words clearly and use language that is simpler and less complicated.
Step 3. Clear pronunciation
Speak at a voice level loud enough for all parties to hear and not appear too silent or withdrawn. Be sure to pronounce the key sentences well to avoid misunderstandings. If you're used to mumbling when you're tense, try practicing yourself to express your message in a mirror. Sometimes the best time to discuss your points of communication is in a comfortable environment. This can help shape the message in your head. Remember that practicing and improving your pronunciation can help build self-confidence.
Step 4. Listen carefully and make sure that your facial expressions reflect interest
Remember that communication goes both ways, and when you talk, you don't learn. By actively listening, you can gauge how much of your message reached the listener and whether it was received well or should be improved. If your listeners seem confused, ask them to repeat what you said in their own language so that it can help them understand. It can also help you identify and correct any possible misunderstandings.
Step 5. Interesting sound
Monotonous sounds are unattractive to the ear, so good communicators use tone to enhance communication. Norma Michael recommends that you:
- Turn up your voice and turn up your volume as you move from one topic or bullet point to another.
- Turn up your volume and slow down the delivery of messages when there's a special or concluding message.
- Speak quickly, but pause to emphasize keywords when calling for action.
Part 4 of 5: Communicating with body language
Step 1. Get to know people
Of course, you don't always know everyone in the audience or there are some new friends in the group, but they nod along with you and look at you familiarly. This means that they are connected to you. So reward them by acknowledging them!
Step 2. Provide clear and unambiguous body language
Adjust your facial expression consciously. Try to reflect enthusiasm and inspire empathy in your listeners by using gentle expressions. Avoid using negative facial expressions such as frowning or raising eyebrows. Whether or not facial expressions are negative is related to context, especially cultural context, so it depends on the situation you are in.
Quickly identify unexpected body styles caused by cultural differences, such as clenching fists, slouching or standing still. If you don't know the culture well, try asking about communication challenges you might face “before” you start talking to (or to) people you don't know the cultural context for
Step 3. Eye contact in communication
Eye contact can build a good relationship and can convince people that you can be trusted and show interest. During a conversation or presentation, it's important to look the other person in the eye if possible, and maintain contact for a reasonable amount of time. Be careful not to overdo it. Use eye contact sparingly about 2-4 seconds at a time.
- Don't forget to talk to the entire audience. If you are speaking in front of a panel, look the whole panel in the eyes. Ignoring someone can offend them, it can cost you business, get rejected, or whatever success you're trying to achieve.
- If you are speaking to a large audience, pause and make eye contact with a member of the audience for a second or two before starting again. This can make the individuals in the audience feel valued.
- Realize that eye contact is different in every culture. In some cultures, this is considered disturbing and inappropriate. Try asking first or doing some research beforehand.
Step 4. Use breathing and pauses to your advantage
There is power in pause. Simon Reynolds says that pauses can entice listeners to listen. This helps you emphasize your point and gives the listener time to digest what you just said. This can help your communication appear more engaging, easier for your speech to digest and more comfortable to hear.
- Take some deep breaths to calm yourself down before starting to communicate.
- Get used to breathing deeply and regularly when talking. This can keep your voice steady and calm and make you more relaxed.
- Use pauses to take a breather from what you are saying.
Step 5. Pay attention to how your gestures can be judged by people
Use hand movements with care. Be aware of what your hands are doing when you speak. Some hand gestures can be very effective at underlining your message (open gestures), while others can distract or offend the listener, even tending to close the conversation (closed gestures). You can learn by watching other speakers' hand movements and seeing how they affect you as a listener. Imitate moves that you find effective and interesting. Remember that the most effective movements are natural, slow and empathetic.
Step 6. Check your other body signs
Take care that your eyes don't wander, your hands don't seem fidgety, or you don't perform repetitive movements such as rocking, blinking rapidly, wiggling your feet and so on. Small gestures like these reduce the effectiveness of your message.
Ask someone to record you as you speak, and see how fast your message is delivered. Any repetitive movements or unconscious habits will become very visible and funny. Once you find such gestures, it will be easier to modify the unwanted body language and monitor it for reoccurrence
Part 5 of 5: Effective communication in conflict
Step 1. Stand at the same height
Don't put yourself higher than the person you're talking to. This can create different levels of power and can actually take conflict to a different level. If they sit, sit with them.
Step 2. Listen to the other party
Let them express their feelings. Wait for your turn to speak, don't interrupt them.
Step 3. Speak in a calm voice level
Do not shout or make accusations about the other party or their actions.
Step 4. Let them know that you listen to their points and understand their side
Take the time to make statements like, "If I understand you correctly, you're saying that…"
Step 5. Don't force the end of the argument
If someone withdraws from an argument or leaves the room, don't follow them. Let them do that and talk when they are calmer and ready to talk. #Don't try to always get the last word. Again, this can actually exacerbate a conflict that will never end. Sometimes you have to agree to disagree and move on.
Step 6. Use “me” messages
If you are expressing concerns, try to start sentences with "I" and clearly state how they can make you "feel." This can make people more receptive to your complaint and more empathetic. For example, instead of saying "you're such a mess and it's driving me crazy" try "I feel like this mess is creating problems for us. The chaos got into my head, and made me feel limited. Frankly, this mess bothers me more than it should."
Tips
- Be careful with humour. A little humor that you tuck into the discussion can be very effective, but don't linger and hide behind it to cover up what's hard to say. If you are constantly giggling and joking, your communication will not be taken seriously.
- If you're giving a presentation to a group or audience, be prepared to ask tough questions, so you can stay on track and not get confused. To always communicate effectively, Michael Brown recommends the 'golden rule' for dealing with difficult questions in the context of a group or audience. He suggests that you hear and repeat questions and issues raised and speak on behalf of everyone present. Share your answer with the crowd, by moving your eyes away from the questioner, and looking at the whole group or audience to answer the question together. Underline this joint answer, continuing the conversation by changing direction.
- Don't whine or plead. This will not instill respect or interest. If you are very upset, excuse yourself and return to the discussion when you have calmed down.
- Don't babble. This can lead to your message being misunderstood or not being taken seriously.
- Look online for some examples of great speakers in action. Survey some of the most viewed, for example Ted Talks. There are many role models that can be seen in online videos. Think of them as “your personal communication coach”!
